Asking the price

Asking the price can be defined as a default selection for the entire sub-area (group) that can be derogated from on an object-by-object basis, or as a mandatory selection for the entire sub-area (group). In this view, the default selection is ‘Price is requested for the objects and it will affect the benchmark price’, and the default selection can be changed under ‘Asking the price’ 



Default selection for the objects in a sub-area (group) 

  • The way price will be asked can be pre-defined at the sub-area (group) level. This means that a selection is defined for the entire sub-area (group) according to which price will be asked for each object. Where necessary, this selection can be derogated from for a specific object. 

  • The selection for asking the price can be made from three options. The selection made will be automatically applied to each object added to the sub-area, but it can be changed on an object-by-object basis 

    • Price is requested for the objects and it will affect the benchmark price 

    • Price is requested for the items, but it will not affect the benchmark price 

    • Price is not requested for the items 



Default selection for a sub-area (group) 

  • The benchmark or comparison price can also be generated for the entire sub-area (group) at once. In this case, the way the price will be asked can be selected from the options available for the sub-area (group) concerned. 

  • The way the price will be asked can be selected from two options that pertain to the entire sub-area (group). In this case, it will not be possible to select a different option for asking the price for a specific object. 

    • Sub-area benchmark price will be calculated with a formula 

    • Sub-area price is requested using a price attachment

FIGURE: The process for asking the price is defined for a sub-area either on an object-by-object basis or for the entire sub-area



Asking the price for an object 

  • Create an object 

  • Add the quantity being procured (this can also be left blank, in which case the system will treat it as 1 item) 

  • Add the unit (the form in which the tenderer is to quote the price) 

See Creating procurement objects.


The way the price will be asked for an object can be selected from five options. The selection made will be automatically applied to each object added according to the default selection for the sub-area (group) concerned, but it can be changed on an object-by-object basis


    1. Price is requested for the object and it will affect the benchmark price

  • The price will be asked as a unit price and the system will automatically multiply the unit price with the quantity being procured (if defined) and calculate the tenderer's benchmark price according to the total price.


    2. Price is requested for the object, the benchmark price will be calculated with a formula

  • A benchmark price will be generated for the object using a self-defined formula

    3. Price is requested for the object using a price attachment

  • A total price will be asked for the object and the tenderer will be requested to add an attachment
    • The system will treat the attachment as price information, meaning that in a double envelope procedure, the attachment concerned will only be opened at the tender comparison stage
    • An ‘Asking the price’ field and a button for uploading an attachment will be generated on the tenderer’s entry form
      • The price field is used for entering the total price, which is not to be multiplied with the quantity being procured, but instead the sum will be included as such in the benchmark price

4. Price is requested for the object, but it will not affect the benchmark price

  • The price will be asked as a unit price and the system will automatically multiply it with the quantity being procured, but this price will not be included in the tenderer’s benchmark price in the comparison table.
  • The selection is used when the object is an option product for which you want to know the price, but you do not want the price to have an effect on the tenderer’s benchmark price


5. Price is not requested for the object

  • No ‘Asking the price’ field will be generated for the object on the tenderer’s entry form
    • The object will be used as a title for the criteria of the object
  • The selection can be used if you want to ask questions related to the object, but not the price
    • NOTE! Can be used for an object that, for example, is selected based on qualitative criteria



FIGURE: Below the name of the object, the form of asking the price for the object can be selected


1. Price is requested for the object and it will affect the benchmark price 

  • An ‘Asking the price’ field is automatically generated for the tenderer to fill out, in which the tenderer enters the unit price.

FIGURE: The figure depicts the process for defining an object and what the object will look like in the tenderer’s entry form.



2. Price is requested for the object, the benchmark price will be calculated with a formula 

  • Enter a name for the price formula that will be shown on the tenderer’s entry form 

  • Set up the numerical criteria to be used in the price formula


FIGURE: A name is created for the price formula of the object, and under it, numerical criteria are created that will be used in the creation of the price formula

  • To create a price formula, click ‘Modify the pricing formula’. In the formula, you can use: 

    • numbers (constant) 

      • Enter a number in the ‘Enter constant’ field and click + to add a value in the formula 

    • addition, subtraction, multiplication and division (operator) 

    • brackets 

    • criteria (numerical criteria defined for the object, criteria applicable to all objects in the sub-area (group), and common criteria of the sub-area (group)) 

      • Select the created criterion from the drop-down menu 

    • Quantity to procure 

      • Add the object quantity being procured to the formula under ‘Add the quantity to procure’ 

  • The elements added to the formula will always be added at the end of the formula 

    • If you want to add the element in the middle of the formula, click the preceding element in the formula to highlight it in blue 

      • The new element will be added after the active element 

  • To clear the formula, click ‘Clear the formula’ 

    • To clear a specific element of the formula, click the element concerned to activate it, and then click ‘Remove the selected element from the formula’


FIGURE: Price formula editor. In the example, a formula has been created that includes the object criterion ‘Hourly rate’ multiplied by ‘Time used for cleaning’.


FIGURE: In the tenderer’s form, the tenderer can calculate the benchmark price generated for the tenderer under ‘Calculate price’.


3. Price is requested for the object using a price attachment 

  • Enter a name for the price attachment that will be shown to the tenderer in the upload section of the attachment concerned 

    • NOTE! It is advisable to write instructions here both for the attachment to be uploaded and the price to be entered


FIGURE: The tenderer's view displays both the ‘Asking the price’’ field and the attachment upload link



4. Price is requested for the object, but it will not affect the benchmark price 

  • An ‘Asking the price’ field is automatically generated for the tenderer to fill out, in which the tenderer enters the unit price. 

  • The price entered in the field will not affect the benchmark price

FIGURE: When the price has no effect on the benchmark price, the tenderer will be shown the ‘Asking the price’ field, supplemented by the information stating that the price will not affect the benchmark price.



5. Price is not requested for the item 

  • No ‘Asking the price’ field will be generated for the object on the tenderer’s entry form 

FIGURE: A procurement object for which no price will be asked will be shown as a title on the tenderer’s entry form



Asking the price for the entire sub-area (group)


When a price selection is made for the entire sub-area (group), no price will be separately asked for an individual object, but instead the price will be generated by the formula or total price set up for the sub-area (group) concerned. However, objects may be created for the purpose of adding headings for the criteria.


FIGURE: In the example, price will be asked for the sub-area, but an object has been used as a sub-heading for criteria



Sub-area (group) benchmark price will be calculated with a formula 


This option can be used for asking the total price for the entire sub-area (group) (option a) or for setting up a price formula for the sub-area (group) in the formula editor (option b).



Option a): Total price 

  • In the ‘Asking the price’ section of the sub-area (group) concerned, select ‘Sub-area benchmark price will be calculated with a formula’ from the drop-down menu 

  • Enter a name for the price formula that will be shown on the entry form 

    • It is advisable to state clearly here that the price being asked is a turnkey price (name the field accordingly) 

  • NOTE! In this option, no price formula will be generated


FIGURE: When a total price is asked for a sub-area (group), it is advisable to state clearly what the tenderer is expected to enter in the field


Option b): Sub-area price formula 

  • In the ‘Asking the price’ section of the sub-area (group) concerned, select ‘Sub-area benchmark price will be calculated with a formula’ from the drop-down menu 

  • Enter a name for the price formula that will be shown on the entry form 

  • Create the criteria that are to be used as general criteria in the price formula 

  • To create a price formula, click ‘Modify the pricing formula’. In the formula, you can use: 

    • numbers (constant) 

      • Enter a number in the ‘Enter constant’ field and click + to add a value in the formula 

    • addition, subtraction, multiplication and division (operator) 

    • brackets 

    • criteria NOTE! In formula creation, only general criteria of the sub-area can be used 

      • Select the created criterion from the drop-down menu 

    • Quantity to procure 

      • Add the object quantity being procured to the formula under ‘Add the quantity to procure’ 

  • The elements added to the formula will always be added at the end of the formula 

    • If you want to add the element in the middle of the formula, click the preceding element in the formula to highlight it in blue 

      • The new element will be added after the active element 

  • To clear the formula, click ‘Clear the formula’ 

    • To clear a specific element of the formula, click the element concerned to activate it, and then click ‘Remove the selected element from the formula’


FIGURE: The criteria to be used in the common price formula of the sub-are asked in the ‘General criteria of the sub-area’ section". The figure also depicts the tenderer’s entry form.


Sub-area price is requested using a price attachment

  • A total price will be asked for the sub-area and the tenderer will be requested to add an attachment     

    • The system will treat the attachment as price information, meaning that in a double envelope procedure, the attachment concerned will only be opened at the tender comparison stage 

    • An ‘Asking the price’ field and a button for uploading an attachment will be generated on the tenderer’s entry form 

      • The price field is used for entering the total price, which is not to be multiplied with the quantity being procured, but instead the sum will be included as such in the benchmark price



FIGURE: In the common price attachment of the sub-area, a name is defined for the price attachment that will be displayed on the tenderer's entry form